There are two methods of making records unavailable in the system: One is to delete the record, the other is to de-activate the record. A de-activated record is not available for selection, but available for reporting. There are two reasons for de-activating and not deleting records:

(1) The system requires the record for auditing purposes.
(2) The record is referenced by other records. E.g., you cannot delete a Business Partner, if there are existing invoices for it. By de-activating the Business Partner you prevent it from being used in future transactions.

A search key allows for a fast method of finding a particular record. If you leave the search key empty, the system automatically creates a numeric number originating from a document sequence defined in the "Document Sequence" window. The sequence naming convention follows a rule "DocumentNo_TableName", where TableName is the actual name of the database table (e.g. C_Order).

A more descriptive identifier (that does need to be unique) of a record/document that is used as a default search option along with the search key (that is unique and mostly shorter). It is up to 60 characters in length.

Indicates what type of data (in terms of AD_CLIENT and AD_ORG data columns) can be entered or viewed. We can classify data in 4 major categories:

- System (AD_CLIENT_ID=0, AD_ORG_ID=0) - system data (such as metadata for window, tab and field definition)
- Organization (AD_CLIENT<>0, AD_ORG_ID<>0) - data particular to an organization (such as sales orders)
- Client/Organization (AD_CLIENT<>0, AD_ORG_ID=anything) - data particular to an organization or shared among all organizations within one client
- Client (AD_CLIENT<>0, AD_ORG_ID=0) - data that is specific to a client but can be used by all organizations within that client

This data set can be exported. There are datasets which are not meant to be exported, such as the AD dataset (which contains the set of tables which define the Application Dictionary), or the Client dataset. If the dataset needs to be exported via the Export Dataset functionality, this check should be marked. If it's going to be used for another purpose, and its data content doesn't need to be included inside the modules, then it should be unchecked.

Data sets marked as "Default Values Data Set" import data as default values. The owner of this data once imported is not the data set anymore but the instance. This means that subsequent data set updates will not modify this data, though they can add new rows, preserving any change performed in the instance where they were initially imported.